Understanding Integration with PeopleSoft Time and Labor
PeopleSoft Project Costing, which is in the Financials database, integrates with PeopleSoft Time and Labor, which is in the Human Capitol Management System (HCM) database, to bring estimated gross labor costs and distributed, actual labor costs into PeopleSoft Project Costing.
To enable data transfer during a payroll period, PeopleSoft Time and Labor uses an estimation process that links to PeopleSoft Enterprise Payroll to summarize hours and labor expenses. After the close of a payroll period, PeopleSoft Time and Labor distributes payroll expenses to the Payable Time table (TL_PAYABLE_TIME). The transaction rows that have a value for project business unit, project ID, and activity ID are brought into PeopleSoft Project Costing using enterprise integration points (EIPs).
To maintain integrity between the Financials and HCM databases, necessary data from each database is extracted to staging tables that are set up identically in each database. The staging tables are available to the integrating application.
This topic discusses:
Events that trigger PeopleSoft Time and Labor to send time to PeopleSoft Project Costing.
Types of labor costs that PeopleSoft Time and Labor calculates.
Controlling transactions sent to PeopleSoft Project Costing.
PeopleSoft Time and Labor for Billing.
Enterprise Integration Points used in PeopleSoft Time and Labor integration.
Integration setup steps.
See also, PeopleSoft HCM: Time & Labor
You can send both estimated and actual time and cost data to PeopleSoft Project Costing from PeopleSoft Time and Labor.
Estimated payable time is published to PeopleSoft Project Costing when:
PeopleSoft Time and Labor receives a request from PeopleSoft Project Costing in the form of an application message from the Financials database.
In response, PeopleSoft Time and Labor automatically publishes estimated time for payable time records that have a payable status of Estimate, Needs Approval, Approved, Sent, Rejected, and Taken.
You run the Publish Estimated Payable Time Application Engine process (TL_PUB_TM_AE) in PeopleSoft Time and Labor to publish estimated time for payable time records.
The system uses the ESTIMATED_TIME_BATCH_ADD application message to send estimated payable time to PeopleSoft Project Costing.
Actual payable time is published to PeopleSoft Project Costing when:
You run the Publish Actual Payable Time Application Engine process (TL_PY_PUB_TM) in PeopleSoft Time and Labor to publish closed payable time records that will not be run through the Labor Distribution process.
The system uses the ACTUAL_TIME_ADD application message.
You use one of the payable time approval pages in PeopleSoft Time and Labor to close payable time for time reporters whose time is not sent to payroll, or to close payable time for a time reporting code that is not sent to payroll.
The payable time record statuses are Closed and No Pay. The system uses the ACTUAL_TIME_ADD application message.
You make adjustments to time entries using the Adjust Paid Time page.
The payable time record status is Closed. The system uses the ACTUAL_TIME_ADD application message.
Payroll processes are completed for payable time record statuses of Closed, Paid - Labor Distributed, or Paid - Labor Diluted.
The system uses the ACTUAL_TIME_BATCH_ADD application message.
Important! If you activate the Don't Publish to Project Costing option for certain time reporting codes (TRCs), and the transactions that are associated with those TRCs are used for costing, a discrepancy may occur between the costs that you track in PeopleSoft Project Costing and the costs that you bill to customers.
Total costs in the general ledger system do not equal the total costs in PeopleSoft Project Costing. The reason is because PeopleSoft Enterprise Payroll sends PeopleSoft General Ledger all direct labor and employer-paid burden (indirect costs), such as taxes, deductions, benefits, and so on. PeopleSoft Time and Labor sends Project Costing only direct labor costs.
These two types of labor costs—gross estimated amounts and labor distribution amounts—are calculated in PeopleSoft Time and Labor:
Gross Estimated Amounts: These are estimated labor costs.
Estimated gross amounts are automatically calculated for every instance of payable time. These amounts can be picked up anytime during a payroll period and passed to PeopleSoft Project Costing as time and labor accrual costs.
This option is automatically selected when you select the Interface with PS/Projects option on the PeopleSoft Time and Labor TL Installation page.
Labor Distribution Amounts: Actual costs are calculated by your payroll system and returned to PeopleSoft Time and Labor after the completion of a pay run.
PeopleSoft Project Costing considers all payable time that it receives to be additions to previously received time. PeopleSoft Time and Labor sends offsets in rare cases when there is updated actual time.
Note: Contractors are usually not paid through the payroll system. If the Send to Payroll option is not selected in PeopleSoft Time and Labor, estimated gross amounts are not brought into PeopleSoft Project Costing for contractors. Depending on how your system is set up, labor-distributed costs could come into PeopleSoft Project Costing as vouchers from PeopleSoft Payables.
You can prevent PeopleSoft Time and Labor from sending transactions associated with specific TRCs to PeopleSoft Project Costing.
Important! If you deselect the Publish to Projects option for certain TRCs and the transactions that are associated with those TRCs contain project information, a discrepancy occurs in the project information between PeopleSoft Time and Labor and PeopleSoft Project Costing.
This topic discusses using billing estimates with out and with time and labor summarization.
Using Billing Estimates without Time and Labor Summarization
PeopleSoft Project Costing can use either actual amounts or estimates for billing purposes.
Using estimates for Billing is indicated by selecting the Time and Labor for Billing check box on the Project Costing Options page. Estimates are subject to change in PeopleSoft Time and Labor until payroll costs are distributed. If rate adjustments or additional payments occur that were not originally recorded in the PeopleSoft Time and Labor system, they can be adjusted and published to PeopleSoft Project Costing as actual amounts.
When the actual paid amount is processed, the system replaces PeopleSoft Time and Labor billing rows from estimate processing that have not been billed. Changes to labor rows between actual processing and estimate processing can be any combination of the following:
Time can be charged to a different project or activity key ChartField.
For changes to a different project or activity key field, the original row from estimate processing is reversed.
Time can be charged to a different source type, category, or subcategory non-key ChartField.
For changes to source type, category, or subcategory non-key fields, original rows from estimate processing are reversed and an adjustment is created.
Quantity or amount charged to a project can be different.
For changes to quantity or amount, including fractional changes, delta rows are created. At the business unit level, you can have different criteria for creating delta rows that are based on changes to quantity only, amount only, or changes to both quantity and amount.
In some cases a large number of delta rows may be created. For example, if a business unit is set up for delta to amount, fractional changes may create many delta rows. In such cases, you may summarize delta rows at the business unit level.
Using Billing Estimates with Time and Labor Summarization
When using billing estimates with Time and Labor summarization all estimates, regardless of being billed or not billed, are reversed when Project Costing receives actual payroll expenses. When the Time and Labor Integration process (PC_TL_TO_PC) processes actual payroll expenses the system creates:
New estimated rows (TLB) that are used in Billing.
New actual rows (PAY).
PeopleSoft Project Costing uses these application messages to integrate Financials application tables with HCM application tables:
|
Messages |
Integration Point Name |
Publisher |
|---|---|---|
|
BUS_UNIT_PC_SYNC BUS_UNIT_PC_FULLSYNC |
BUSINESS UNIT TABLE PC |
Project Costing |
|
PROJECT_SYNC PROJECT_FULLSYNC |
PROJECT TABLE |
Project Costing |
|
PROJECT_ACTIVITY_SYNC PROJECT_ACTIVITY_FULLSYNC |
PROJECT ACTIVITIES |
Project Costing |
|
PROJ_ACTIVITY_STATUS_SYNC PROJ_ACTIVITY_STATUS_FULLSYNC |
PROJECT ACTIVITY STATUS |
Project Costing |
|
RESOURCE_TYPE_SYNC RESOURCE_TYPE_FULLSYNC |
PROJECT RESOURCE TYPE |
Project Costing |
|
RES_TYPE_CAT_LINK_SYNC RES_TYPE_CAT_LINK_FULLSYNC |
PROJECT TYPE-TO-CATEGORY LINK |
Project Costing |
|
RES_CAT_SUB_CAT_LINK_SYNC RES_CAT_SUB_CAT_LINK_FULLSYNC |
PROJECT CATEGORY-TO-SUBCATEGORY LINK |
Project Costing |
|
RESOURCE_CAT_SYNC RESOURCE_CAT_FULLSYNC |
PROJECT RESOURCE CATEGORY |
Project Costing |
|
RESOURCE_SUB_CAT_SYNC RESOURCE_SUB_CAT_FULLSYNC |
PROJECT RESOURCE SUBCATEGORY |
Project Costing |
|
PROJECT_TEAM_SYNC PROJECT_TEAM_FULLSYNC |
PROJECT TEAM |
Project Costing |
|
PROJECT_STATUS_DEFN_SYNC PROJECT_STATUS_DEFN_FULLSYNC |
PROJECT STATUS DEFINITION |
Project Costing |
|
PROJECT_STATUS_SYNC PROJECT_STATUS_FULLSYNC |
PROJECT STATUS |
Project Costing |
|
UOM_SYNC UOM_FULLSYNC |
UNIT OF MEASURE |
Financials to HCM |
|
BUS_UNIT_FS_SYNC BUS_UNIT_FS_FULLSYNC |
BUSINESS UNIT TABLE FS |
Financials to HCM |
|
TIME_REPORTING_CODE_SYNC TIME_REPORTING_CODE_FULLSYNC |
TIME REPORTING CODES |
Time and Labor |
|
ACTUAL_TIME_ADD ACTUAL_TIME_BATCH_ADD |
T&L ACTUAL TIME |
Time and Labor |
|
ESTIMATED_TIME_BATCH_ADD |
T&L ESTIMATED TIME |
Time and Labor |
|
TBLSET_CONTROL_INITIALIZE SETID_INITIALIZE |
TABLE SET CONTROL |
Financials to HCM |
|
ESTIMATE_FORECAST_TIME_REQUEST Publish Batch Program: PC_TL_TO_PC Subscribe Batch Program: TL_PUB_TM_AE |
ESTIMATE & FORECAST TIME REQUEST |
Project Costing |
Note: To research the technical details of any integration point used by PeopleSoft applications, refer to the online Interactive Services Repository found on Oracle's My Oracle Support website.
To enable the TBLSET_CONTROL_INITIALIZE service operation to publish between two databases, you must set up message chunking for the operation by record group. This process is described in these set of steps:
Identify the record groups that exist in both databases
Create a chunking rule for each record group and then add the chunking definition to the subscribing nodes of the group.
Enter the chunking rule you created to the full table publish rules definition for the TBLSET_CONTROL_INITIALIZE service operation.
If you are publishing to one node, this setup is sufficient; however, if you are publishing to multiple nodes, you need to add routing PeopleCode to the channel.
To integrate PeopleSoft Time and Labor with PeopleSoft Project Costing:
Activate EIPs used in PeopleSoft Time and Labor integration.
Select analysis types for PeopleSoft Time and Labor integration.
Select PeopleSoft Time and Labor options for PeopleSoft Project Costing integration.
Select PeopleSoft Project Costing options for PeopleSoft Time and Labor integration.
Retrieve units of measure in PeopleSoft Time and Labor from PeopleSoft Project Costing.
Ensure that you have set up as a time reporter in PeopleSoft Time and Labor each person who reports time to projects.
Populate the task entity prompt tables with values defined in PeopleSoft Project Costing.
Set up task templates and task profiles that include project-related task entities.
You will complete some of these steps in PeopleSoft Time and Labor. See PeopleSoft HCM: Time & Labor